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Week of December 12-16

2022

From Provost Cyril Clarke: Thank you for a successful 2022 and Happy Holidays   

As we approach the end of the fall 2022 semester, we also draw nearer to concluding a very special year in Virginia Tech’s history highlighted by the Sesquicentennial Celebration, marking our first 150 years of service through teaching, research, and outreach. Much has changed for our university during that time, but the one constant has been the commitment of our faculty and staff to engage, mentor, and support students and create learning experiences that they will carry with them throughout their lives.

I would like to take this opportunity to thank each of you for your amazing work over the past year and for your ongoing and unwavering dedication to our students and our mission. Your collective efforts as a university community and your focus on service in the spirit of Ut Prosim are having profound impacts around the world and have positioned Virginia Tech for continued growth and success over the next 150 years.

I hope you will make a point during the holiday break to close your laptops, step away from your work duties, and spend quality time with family and friends. On behalf of the Office of the Executive Vice President and Provost and academic administrators across the university, I wish each of you a joyous, safe, and peaceful holiday season.

Sincerely,
Cyril

Faculty Affairs: Guidance on promotion and tenure cases prior to mandatory year

At the request of the Department Heads Executive Committee, Faculty Affairs shared a message with academic deans, department heads, and school directors earlier this semester to provide additional guidance on non-mandatory promotion and tenure (P&T) cases. The purpose of the memo is to clarify that P&T cases do not have to wait until a faculty member’s mandatory year if there is agreement that the faculty member has satisfied all the department’s expectations for P&T.

As a result of extensions, a faculty member may have a probationary period exceeding six years and, with COVID-related extensions, their mandatory P&T year may now be as much as eight to ten years after hire. Furthermore, faculty may have taken the probationary period extensions during the pandemic as “insurance” against future unknown pandemic impacts and now may not need those years to be fully prepared for P&T.

Virginia Tech does not require that faculty wait until their mandatory year to be promoted. Furthermore, faculty who are being evaluated for promotion and tenure, whether in their mandatory year or in a non-mandatory year, are held to the same standards as described in each department’s or school’s expectations document (see Section 3.4.2 of the Faculty Handbook.)

If there is agreement that a faculty member has satisfied all the department’s expectations for P&T before their mandatory year, then they should be supported by their department head, chair or school director, and their department committee(s) in applying for P&T at that time. There is no requirement to wait until a faculty member’s mandatory year.

For more information on this guidance, please read the full memo on the Faculty Affairs website or visit the Promotion and Tenure page for further details. Questions may be emailed to Faculty Affairs.

Hokie Wellness: New mental health, backup care services now available for employees

As part of its ongoing efforts to improve the work-life balance of faculty and staff, Virginia Tech, through Hokie Wellness, is pleased to offer new mental health services as well as backup care options for children and adults.

TimelyCare mental health and wellness resources

TimelyCare is a virtual health service available to full-time faculty and staff and non-student wage employees, at no cost. TimelyCare is an addition to the Employee Assistance Program and other mental health and wellness support currently offered by the university. Employees may access TimelyCare services regardless of their location in the United States.

TimelyCare offers employees three services:

  • TalkNow, which connects you with a mental health professional to address issues promptly. It provides immediate care during a crisis when you need someone to talk to right away. If you are outside of the United States, TalkNow is available with a U.S.-based phone number or virtual private network. 
  • Twelve (12) scheduled counseling appointments per academic year with counselors licensed in the state where you are located. 
  • Health coaching, which provides information and guided sessions on well-being topics such as dealing with conflict, time management, exercise, sleep, nutrition, and mindfulness.

Employees can connect to TimelyCare by computer, tablet, or smartphone using their Virginia Tech email address. Both phone and video sessions are available. Hokie Wellness encourages employees to register with TimelyCarebefore needing the service. They also encourage employees to download the app so services can be accessed whenever and wherever needed.

Care.com backup care services for children and adults

For the next year, Virginia Tech is piloting backup child and adult care services with Care.com – a quality, vetted, subsidized solution that can provide help when regular, ongoing care is unavailable. The service has flexible backup care options for children, adults, and seniors.

Full-time faculty and staff across all Virginia Tech campuses and offices will be able to use up to 10 days of backup care for any combination of child or adult care. Employees can also source and vet their own caregiver through Care.com, arrange and pay for care directly, and then be reimbursed through Care.com. Requests can be submitted online, via the app, or by phone.

Employees can access Care.com services at 866-814-1638 or on their computer, tablet, or smartphone using their Virginia Tech email address. Employees are encouraged to register with Care.com before needing the service, and to download the app to access services when needed.

For more information on these and other resources, please read this campus notice or email Hokie Wellness.

Commonwealth of Virginia Campaign: Last chance to meet our goal for 2022

Virginia Tech is just shy of our Commonwealth of Virginia Campaign (CVC)goal of $400,000. Help those in need this holiday season and make a last-minute donation. Even a small gift can make a big difference.

Please help raise the approximately $15,000 we need to achieve our university goal for 2022. Although the university’s payroll deduction site is closed, you can still donate through the CVC state website.

Here is how to donate through the end of the year:

  • At the top of the main page, select the “EPLEDGE (EMPLOYEES)” button. 
  • In the search box, enter “Virginia Tech” or “208” (our agency code). 
  • Enter your first and last name as listed on your Hokie Passport or in Banner. 
  • Enter you work email address. 
  • Enter your Hokie Passport employee or student ID number. Retirees should use their Hokie Passport or 90 number. 
  • Enter your department. 
  • Click “Next.” 
  • The next page will populate the information from the prior screen. Please ensure this information is accurate before you submit your donation. 
  • Enter the required information within the maroon “Virginia for Givers” box. 
  • Choose your options under “Acknowledgment from the charity.” You may choose to remain anonymous.

The CVC state website is open until December 31. For more information on Virginia Tech’s campaign, please visit the university’s CVC website.

ICYMI: Resources available for faculty preparing for spring 2023 instruction

For faculty and instructors who are developing their plans and materials for spring 2023 course instruction, Section 9.6.1 (Syllabus and Performance Expectation) of the Faculty Handbook offers guidance for providing students with course syllabi that effectively communicates information about course content, class schedules and attendance, grading scales, and overall expectations of the instructor.

Course syllabi requirements, per the Virginia Tech Faculty Handbook, include the following:

While not required, faculty and instructors may also consider additional information in the syllabi such as promoting student success, inclusion and diversity, creating a sense of belonging, and clear communication regarding expectations.

The Center for Excellence in Teaching and Learning (CETL) has developed a number of useful resources for further helping faculty prepare or update course documents in order to provide students with the necessary information and resources to successfully complete the course. These resources include:

In addition to course content and expectations, some instructors may choose to share their teaching philosophies, student resources available across the university, suggested readings, or policies that relate to their specific disciplines or course needs. Additionally, some instructors opt to include syllabus acknowledgement statements for students to sign that they have read the syllabus and understand the course policies.

For more information and resources on developing/updating course syllabi, please access the Faculty Handbook or visit the CETL website.

Additional Resources and Updates

If you have comments or recommendations for how we can improve the Weekly Communications Update or suggestions for specific information and topics that should be shared with faculty, staff, and academic program personnel, please provide them through this Google form or email Provost Communications.

Please visit VT Ready and the Provost’s website frequently for new and updated university information. All members of the campus community should also read their VTx Daily email for further important updates, notices, and resources.